When creating any payment plans against a customer or invoice, please ensure you check the following:

✅ You have an ezyCollect Payments account within your ezyCollect file

✅ Payment Plans Feature is enabled in your file. Learn more here.

✅ The Payment Structures (or the ones you want to create) are enabled in your file.

✅ You have acquired the Direct Debit Authority for the customer you want to create the payment plan for.

In this page:

Subscription Plans can only be added in the customer level. This is an ongoing plan without any end date.

Once you apply, it will ask you to input a Payment Plan Name

Please also note that payments will not be allocated to any invoices; you will need to do this from your end. If we support your ERP for the auto payment allocation then we will just create the payment record against the customer record.

Fixed instalment amounts can be set up against a Customer and Invoice level.

2. Once, you set the plan, click Apply.

3. The customer will also get a copy of the payment plan and this is also recorded in the customer Activity History.

4. When you set this up in the Invoice Level, simply scroll down to the list of invoices, and select which invoice you want to add a payment plan. Once you've selected the invoice, then follow the same prompts as above.

The only difference here is that ezyCollect will pick up the Total to be charged as the outstanding balance amount of the invoice.

Fixed number of instalments can be set up against a Customer and Invoice level.

The one thing note here is that you can input a final payment amount and date and the ezyCollect will adjust and recalculate the number of instalments and instalment amount.

It is important to note the following:

1. Once you confirm and apply a payment plan to a customer or invoice level, your customer will automatically receive the email confirmation outlining their new plan. This will also create a Payment Schedule record in the Activity History.

See sample email below (currently email template is fixed and cannot be edited).

Payment Schedule record in Activity History:

2. When you cancel a payment plan, the system will ask you for a reason and you can note for internal purposes. Then, your customer will receive an email that their payment plan has been cancelled. If there were any payments that were successful and paid, previously this will be included.

To quickly identify which of your existing customers are on payment plans, simply go to the "Customers" tab - Filter - Has Active Payment Plans - Yes. You can even create a new customer tab for easy viewing in the future.
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To see a summary of all payment plans under a customer, go to the Customer record and select "Payments" (next to workflows). There you'll find a list of all the payment plan(s) created at both the invoice and customer level for that particular customer. Clicking on the plan will reveal the status/details of that particular plan.

Payment plans are automatically paused when there's a failed instalment. You can see a summary of the paused payment plans on your ezyCollect Dashboard.

In the above example, you can see that there are 2 failed instalments of $100 each, totalling $200. It is important to note here that once the 1st instalment has failed, the subsequent instalments are automatically put on pause and their respective status will change to failed unless the total amount outstanding at that point in time is paid. In this case, the recommended approach would be to call the customer, inform them of the failure, take action to address the failure (e.g. it could be due to insufficient funds or expired credit card) and then click "collect now". By doing so, the $200 will be debited automatically and the payment plan will resume.